LEVEL 1 CLERICAL DATABASE & PUBLIC SECTOR RECRUITMENT TEST Policy for the administration of the Department of the Premier and Cabinet’s Level 1
Clerical Database and Public Sector Recruitment Test
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LEVEL 1 CLERICAL DATABASE
1. The Level 1 Clerical Database is comprised of registered job seekers that are seeking employment opportunities within the Western Australian Public Sector.
The objectives of the Database are to:
• provide public sector agencies with a source of suitable and available job seekers to fill metropolitan-based Level 1 job vacancies that arise; and
• provide registered job seekers with a point of entry to access fixed-term employment opportunities within the Government of Western Australia.
2. Job seekers may be registered on the Level 1 Clerical Database if they meet one of the following criteria:
• Completion of a full-time or school-based public sector traineeship (business) • Met the minimum requirements of the Public Sector Recruitment Test
3. Registration on the Level 1 Clerical Database is not a guarantee of employment but provides registered job seekers with opportunities to be referred for interviews at Government Departments.
4. A registered job seeker will remain active on the Level 1 Clerical Database until such time:
• A registered job seeker advises that they are no longer available for employment opportunities;
• A registered job seeker provides false or misleading information; • A registered job seeker cannot be contacted.
PUBLIC SECTOR RECRUITMENT TEST*
* The Public Sector Recruitment Test is currently a paper-based screening tool. A computer-based format is in the process of being assessed.
5. The Public Sector Recruitment Test currently comprises of four (4) multi-choice tests and is designed to test a job seekers aptitude to perform in a clerical/administrative job environment.
6. To be registered on the Level 1 Clerical Database, it is necessary to meet or exceed the minimum test requirements as indicated below:
TEST TYPE NUMBER OF QUESTIONS * MINIMUM REQUIREMENT
Language Usage 50 25
Speed and Accuracy 100 47
Verbal Reasoning Numerical Ability
50
40 38
The minimum test requirement is equivalent to a Year 10 level of education, as prescribed in the Australian Council for Educational Research’s Australian Manual on Differential Aptitude Tests.
7. The Public Sector Management Division (PSMD) may consider requests, from current fixed-term Government employees, to be exempt from the Public Sector Recruitment Test, subject to an assessment of a business case to support that request for exemption. 8. The Public Sector Recruitment Test will be administered at least once a year. Additional
tests may be arranged, subject to the number of registered job seekers on the Level 1 Clerical Database.
9. The PSMD will notify job seekers of their test results.
10. Job seekers that meet the minimum test requirements will be invited to submit an Application for Employment Form and an electronic copy of their curriculum vitae.
11. Job seekers that do not meet the minimum test requirements may register to resit the test.
REFERRAL PROCESS
12. The Level 1 Clerical Database accepts job vacancies from Government Departments that are:
• Classified at Level 1 (Public Service General Agreement or equivalent); • Fixed-term contract of service appointments;
• Full-time or part-time appointments; • Based in the metropolitan area;
• Cleared through redeployment, where necessary;
• Jobs that require skills, knowledge and/or experience in an administrative/clerical environment OR can be learnt on the job with adequate training.
Job vacancies that do not meet the above criteria should be advertised on www.jobs.wa.gov.au or use other relevant advertising methods.**
** PSMD, from time to time, may accept employment opportunities that fall outside of the above criteria in order to assist Government Departments to meet
13. All job vacancies posted by Government Departments on the Level 1 Clerical Database shall contain all relevant job-related information, including, but not limited to:
• Range of duties;
• Skills required to perform the role; • Duration of the appointment;
• Days & hours of work (particularly in the case of part-time vacancies); and • Location.
Based on the information provided by Government Departments, the Level 1 Clerical Database provides the Employment Officer, PSMD with a list of registered job seekers that match the job requirements.
Consideration may also be given to the location of the vacancy, other recent referrals, availability of the registered job seeker and the specified operational needs of the Government Department.
14. A registered job seeker must submit an electronic copy of their curriculum vitae to be eligible to be referred to employment opportunities available on the Level 1 Clerical Database.
15. Prior to referring a registered job seeker, the Employment Officer will contact registered job seekers to determine whether they are interested in and available for the job.
If a registered job seeker cannot be contacted, the Employment Officer, where possible, will leave a message for the registered job seeker to return the call. If the registered job seeker does not return the call within a reasonable period of time, alternative registered job seekers will be contacted.
16. The Employment Officer will, from time to time, contact registered job seekers to confirm their details, seek clarification on availability or request further information for the purpose of maintaining the data integrity of the Level 1 Clerical Database.
17. The PSMD will refer at least three (3) registered job seekers to each Level 1 vacancy. To assist Government Departments to meet equity and diversity objectives, registered job seekers from other programs administered by the PSMD (eg: Aboriginal/Torres Strait Islander Employment Program and People with Disabilities Employment Program) may also be referred.
RESPONSIBILIITIES OF GOVERNMENT AGENCIES
18. When using the Level 1 Clerical Database, Government Departments are required to submit all relevant job information on the RAMS “Entry Level Request” form.
19. It is the responsibility of the Government Department to conduct a selection and appointment process, in line with relevant Standards and Procedures. This includes, but not limited to:
• Short listing referred registered job seekers; • Undertaking a selection process;
shorlisted and interviewed);
• Advise all referred job seekers of the selection and appointment outcome; • Update the Level 1 Clerical Database to specify the selection outcome; and • Advising the Employment Officer of the successful applicant’s contract start
and end dates***.
***An online facility to record contract start and end dates is currently under consideration. RESPONSIBILITIES OF REGISTERED JOB SEEKERS
20. To maintain registration on the Level 1 Clerical Database, registered job seekers are required to:
• Notify the Employment Officer of any changes to personal details via contracts@dpc.wa.gov.au;
• Submit an updated resume, from time to time, to resumes@dpc.wa.gov.au; • Notify PSMD of availability for employment opportunities; and
• Acknowledge that registration on the Level 1 Clerical Database is not a guarantee of employment.
RESPONSIBILITIES OF GOVERNMENT AGENCIES
21. When using the Level 1 Clerical Database, Government Departments are required to: • Submit all relevant job information on the RAMS “Entry Level Request” form; • Advise all referred job seekers of the selection and appointment outcome; • Update the Level 1 Clerical Database to specify the selection outcome; and • Advise the Employment Officer of the successful applicant’s contract start
DEFINITIONS
“RAMS” refers to the ‘Recruitment Advertising Management System’ which is comprised of:
- Level 1 Clerical Database
- Redeployment
- jobs.wa.gov.au website
“Employment Officer” refers to personnel within the PSMD that are responsible for referring registered job seekers to Level 1 job vacancies, via the Level 1 Clerical Database.
“Registered Job Seeker” is an individual that has met the eligibility requirements for registration on the Level 1 Clerical Database.
“Public Sector Recruitment Test” is a battery of tests designed to measure an individual’s aptitude to perform in a clerical/administration environment.
“Minimum test requirements” refers to the specified minimum test scores to be met or exceeded in the Public Sector Recruitment Test.
“Procedures & Standards” refers to any relevant human resource policies, procedures or standards applicable to recruitment, selection and appointment.
“Government Department” refers to any Government body that posts a Level 1 job vacancy on the Level 1 Clerical Database for the purpose of sourcing registered job seekers.
“Referral process” refers to the steps the Public Sector Management Division undertakes to identify registered job seekers from the Level 1 Clerical Database for Level 1 job vacancies. “Selection and Appointment” refers to the processes a Government Department undertakes in relation to selecting and appointing a registered job seeker to a job vacancy.
FREQUENTLY ASKED QUESTIONS FOR
HUMAN RESOURCE OFFICERS
If a Level 1 vacancy exists in my agency, do we have to use the Level 1 Clerical Database to source candidates?
No, Level 1 vacancies can either be posted on the Level 1 Clerical Database or advertised on www.jobs.wa.gov.au or other advertising methods.
If it is not compulsory to use Level 1 Clerical Database to source candidates, what are the benefits over other recruitment methods?
You may wish to source candidates from the Level 1 Clerical Database if you have a vacancy that requires immediate filling. The Employment Officer can provide your agency with a number of registered job seekers to interview usually within 24 hours of receiving the request. How fast you fill the vacancy is dependent upon your internal selection & appointment procedures. By using the Level 1 Clerical Database, you minimise the time it takes to advertise the vacancy. Effectively your agency can reduce the recruitment continuum by up to two (2) weeks by sourcing candidates from the Level 1 Clerical Database.
I posted a Level 1 vacancy on RAMS, how long will it be until I receive referrals?
The PSMD will send you names of registered job seekers within 24 hours of receiving your Level 1 vacancy request. Sometimes it may take longer, but we will contact you and let you know.
I posted a Level 1 vacancy on RAMS with a duration of 12 months but I can’t view the vacancy?
The job has been redirected into redeployment, as the vacancy is over 6 months. Pending redeployment clearance, the Employment Officer will send you names of registered job seekers.
PSMD have referred me the names of a number of registered job seekers, do I have to interview them all?
No, it is not necessary to interview all referrals as you may wish to short-list. However, it is
essential that you advise all referred job seekers of the selection outcome, just like any other vacancy that is advertised in your agency.
My agency wants to fill a fixed-term Level 1 job vacancy in a regional area. Can we use the Level 1 Clerical Database?
You may submit a vacancy based in a regional area on the Level 1 Clerical Database, however, it is unlikely to yield any registered job seekers as we do not conduct the Public Sector Recruitment Test in regional areas. It is best to advertise regional vacancies on www.jobs.wa.gov.au or through the region’s local papers.
My agency would like to start to use the Level 1 Clerical Database, but we heard that the registered job seekers probably wouldn’t have the skills we are looking for?
The registered job seekers on the Level 1 Clerical Database come from a wide range of backgrounds, levels of education, experience and skills. Just as you’d expect to find if you advertised the vacancy to the general public.
There are people with years of experience performing administrative roles, both in the public and private sectors, high-school leavers, recent graduates, people returning to the workforce, people looking for a career change that have a wide range of skills.
It is important to consider all registered job seekers referred to your vacancy as different skills, knowledge and experience may be just what the position requires.
My agency is interested in employing a person with a disability in a Level 1 position, how do we do that?
Create an entry level request as per normal, but in the Comments text box type “Refer only people with disabilities”. The Disability Employment Program will source registered job seekers from this Program area.
My agency is interested in employing an Aboriginal and/or Torres Strait Islanders for a Level 1 vacancy, how can I do that?
Create an entry level request as per normal, but in the Comments text box type “Refer only Aboriginal and/or Torres Strait Islanders”. The Aboriginal Employment Program will source registered job seekers from this Program area.
My agency is interested in employing a job seeker from the youth diversity group for a Level 1 vacancy, how can I do that?
Create an entry level request as per normal, but in the Comments text box type “Refer only youth”. The Employment Officer will source registered job seekers from this Program area.
My agency has decided not to interview any of the registered job seekers referred to the vacancy, what do I do now?
If you do not wish to appoint any of the registered job seekers referred, you should: • Advise ALL registered job seekers of the selection outcome;
• Update RAMS
• Seek additional names of registered job seekers; OR
• Advertise on www.jobs.wa.gov.au, in The West Australian or other advertising mediums Why does my agency have to advise referred job seekers of the decision not to short-list, interview or appoint?
It is essential that you advise all referred job seekers of the selection outcome because all referred job seekers have been contacted by the Public Sector Management Division to ascertain whether they are interested in the vacancy. The Recruitment, Selection and Appointment Standard in Human Resource Management applies to entry-level positions, therefore, the regulations underpinning this Standard (Public Sector Management (Breaches of Public Sector Standards Regulations) 2005, apply.
If I anticipate that the Level 1 vacancy will exceed 6 months, should I get redeployment clearance now or later?
If my agency has appointed a person to a Level 1 position through an advertising process, do they have to sit the Public Sector Recruitment Test?
No, appointments to Level 1 positions can occur if one of the following occurs: 1. the appointee is merit selected OR 2. the appointee has met the minimum test requirements of the Public Sector Recruitment Test.
Are Level 1 positions exempt from the Recruitment, Selection and Appointment Standard? No, all Level 1 positions are subject to the Recruitment, Selection and Appointment Standard. Are Level 1 positions exempt from redeployment?
No, all Level 1 positions over 6 months or anticipated to be over 6 months in duration must go through redeployment.
If my agency has interviewed all the referred job seekers, do I bother telling the unsuccessful candidates?
Yes, it is essential that you advise unsuccessful job seekers of the outcome of the selection process.
If I appoint a registered job seeker from the Level 1 Clerical Database to a Level 1 contract position, can they be made permanent?
Subject to redeployment clearance, your agency can appoint a Level 1 fixed-term appointee to permanent status if the person was appointed under section 64(1)(b) of the Public Sector Management Act 1994 and classified at Level 1.
My agency wants to take on a full-time trainee in the business/clerical stream, can we do that through the Level 1 Clerical Database?
Yes, simply create an Entry Level Request, as per normal, but select “Trainee Request” in the Vacancy Type and “Trainee” in the Redeployment Exemption field. The Public Sector Management Division will send you at least three (3) names of job seekers interested in a traineeship.
Are Trainee Requests subject to the Appointment, Recruitment and Selection Standard? Yes.
